Town of] Fletcher Agenda Review Meeting Minutes March 6, 2017  Call the meeting to order at: 06:00 pm Those who were in attendance are as follows:  Mayor Bill Moore Councilman Bob Davy Councilman Hugh Clark Councilwoman Sheila Franklin Town Manager Mark Biberdorf Planning & Zoning Director Eric Rufa Parks & Recreation Director Greg Walker  Mayor Pro-Tem Eddie Henderson was: not here at this time.  Invocation: Mayor Bill Moore ***Public Input*** None at this time (2/06,2/13) next week.  Pledge of Allegiance: Councilwoman Sheila Franklin  Approval of minutes corrections, additions or deletions.  Mayor Moore asked council to review the minutes and let any changes be known  Council Updates  Councilwoman Sheila Franklin: stated that she had spoken to a few residents several days ago about their concerns with animal control in which they suggested hiring someone part time to do this. She stated that she would like to discuss this during the budget retreat along with the chief and mull over ideas on this. Town Manager Mark Biberdorf: said that the chief will have something in his budgetrequest for us to do animal control in house. He also stated that he will be meeting with the 2 other managers of the municipalities that have police  departments to get their thoughts on this as well. Councilman Bob Davy: None at this time    Councilman Hugh Clark: None at this time  Consent Agenda Tax: refunds/releases. term to expire in 3/20. in 4/20.  Approval of Sandra Anderson to the Parks & Recreation. Advisory Board for a 3 year Reappointment of Larry Waldrop to the ABC Board for another 3 year term to expire Approval of budget amendment #3 to the FY 16/17 budget on results from recent audit for underpayment(s) to Fletcher Fire & Rescue and Mills River Fire & Rescue. Mayor Moore went over the consent agenda then asked the Town Manager to go Town Manager Mark Biberdorf: stated that this budget amendment is due to the recent audit from Lowdermilk & Church who audited our collected amount of taxes from the prior year. We usually budget for an underpayment to Fletcher Fire & Rescue which we have enough budgeted to cover this. The money appropriated from fund balance ($16,088) is to cover the difference owed to Mills River Fire &  over the budget amendment.  Rescue.  Update on Asheville Regional Airport-Lew Bleiweis, Executive Director. Town Manager Mark Biberdorf stated that he will be here next week to give an update. Iimagine that you will hear about the parking deck and flights that have  been recently added. Discussion Followed:  Presentation on Apple County Transit budget request for the 17/18 budget year- Town Manager Mark Biberdorf stated that. Autumn Radcliff will be here next week to do a power point presentation. They typically ask: for a 50 % of the local match and that amount for Fletcher will be just over $ 4,847 compared to what we budgeted  Autumn Radcliff, Henderson County Senior Planner.  for this year which is $4,000. Discussion Followed:    Council has noticed some inconsistencies in the figures that they were given and this  will need to be discussed next week during the presentation.  Public Hearing to consider amendment to Section 4.3 oft the Land Development Code regarding the number of allowed residential structures on an individual  lot-Eric Rufa, Planning & Zoning Director.  Planning & Zoning Director Eric Rufa gave an overview of the purposed changes that will be discussed in more detail next week at the regular meeting in the Public  Hearing.  Discussion Followed:  Introduction of applicants for current district 1 Planning Board vacancy-Eric Planning & Zoning Director Eric Rufa stated that both applicants have been invited to come to the meeting next week to be introduced. He said that one of the applicants is here this evening (John Olsen) and for the record we have two very Town Manager Mark Biberdorfstated that we will give them an opportunity to introduce themselves and then council can take action at the. April Meeting. Budget estimate for recommended street esufacingprolectis-len Cathey,  Rufa, Planning & Zoning Director.  good applicants.  McGill & Associates.  Town Manager Mark Biberdorf stated that he thought Ben Cathey was going to be here tonight but he will be here next week to go over this. We have 6 streets that are being recommended here. These streets are Thorncrest Drive and Rosebriar Court which are in South Chase then you have Norman Road and Piney Drive which are in Franem Acres and Oak Moss Court and Pinecroft Lane over in Wildwood. Ben submitted the budget estimate (more detailed one) with a breakdown oft the estimate for: resurfacing which is in your packet. The only difference here is that one of our streets we are looking at a storm culvert piper replacement which is on. Norman Road. The total estimate is over $339,895.68 which the bids typically come in under The Town Manager recommends that we put in as bid alternates Oak Moss Court and Pinecroft Lane because these are the less severe streets. He stated that if we did  the estimate.    not do these streets this year that they would be put at the top of the list for next  year.  Discussion Followed:  Approval of contract with Equinox Environmental for parks master plan on Meritor property-Greg Walker, Parks & Recreation Director. Parks & Recreation Director Greg Walker stated in January the Parks & Recreation Department released an RFP to area firms to submit proposals for a master plan on our Meritor park property. We received 4 of those back and we had ai review committee and some staff members review the proposals during the month of February. We invited 3 firms in for interviews and Equinox Environmental scored  the highest rating during this process.  President David Tuch of Equinox Environmental introduced himself and said that  ifo council had any questions or problems to please give him a call.  Discussion Followed:  This item will be moved to the Consent Agenda next week.  Comments from the Town Manager Mark Biberdorf.  On a follow up on the Parks & Recreation maintenance building and the vehicle shed for Public works. You had heard from planning board at the meeting last month.I attended the planning board meeting along with the Mayor, Bob and Sheila. We spoke on that location and why to put the buildings there and some economic  facts/reasons as to why we have those two buildings there.  Discussion Followed:  Council feels overall that the current location for the new building is the best  location from a financial standpoint.  The animal proposal from the county in which Nick Weedman from Flat Rock asked them about you have a copy in front of you. This is a breakout of how the county    would propose animal services to the municipalities that aren'treceiving animal The chief has put together a proposal for us to do it in house it would be $26,000 in startup cost. After that it would be immaterial with only one call per month in Fletcher. Ini April Flat Rock hosts the LGCCAmeeting and will talk about thisIam  control services right now.  sure.  Discussion Followed:  As for the graffiti on commercial property here in town they are not cleaning it up. Eric has sent letters to them with no response the owner's do not seem concerned. On the new hotel there is graffiti on the back side of the retaining wall and then there. The Town Manager has suggested ordinances toj put in place to get this cleaned up.  is some on the old Savings Station.  Discussion Followed:  Mayor Moore suggested that we sit on this at this time.  Town Hall day is on March 29 in Raleigh. Iwill leave early and come back the same day. Iplan on meeting with Representative Mc Grady and Senator Edwards and The Library workshop was held here on February 20th with the consultant from the state library. Ithought that went well with Molly Westmoreland and she offered The shred event coming up. April gth from 9 to 12. The police department will also be  having lunch with them.  some decent advice. doing a pill drop as well.  Mayor Moore stated that Ms. Sitton called me about the plaque dedication and said Ialso received a letter from the Fletcher First United Methodist church for a ground  that it will be on March 25th at 4:00 at Veritas.  breaking this coming Sunday and council is invited to attend.  Councilman Hugh Clark made an motion to go into Closed Session and it was  seconded by Councilwoman Sheila Franklin. Went into Closed Session at: 07:12 pm    Closed Session per NCGS 143-318.11 (5) ContractNegotiation",  Councilwoman Sheila Franklin made a motion to come out of Closed Session and  itwas seconded by Councilman Hugh Clark Came out of Closed Session at: 07:50 pm  Councilman Hugh Clark made a motion to adjourn and it was seconded by  Councilman Bob Davy. Adjourned: 07:50 pm  Approved:  H-10-7 Date  BE    Town of Fletcher Council Meeting Minutes March 13, 2017  Call the meeting to order at: 07:00 pm Those who were in attendance are as follows:  Mayor Bill Moore Mayor Pro-Tem Eddie Henderson Councilwoman Sheila Franklin Councilman Bob! Davy Councilman Hugh Clark Town Manager Mark Biberdorf Planning & Zoning Director Eric Rufa Public Works Director Jabbo Pressley Police Chief Erik Summey  Parks & Recreation Director Greg Walker did not attend this meeting.  Invocation: Mayor Pro-Tem Eddie Henderson Pledge of Allegiance: Councilwoman Sheila Franklin  ***Public Input*** None at this time  Approval of minutes-corrections, additions or deletions.  (2/06,2/13)  Mayor Pro-Tem Eddie Henderson made a motion to approve the minutes and  seconded by Councilman Bob Davy.  Council Updates  Councilwoman Sheila Franklin: None at this time  Mayor Pro-Tem Eddie Henderson: apologized for being out recently. Councilman Bob Davy: said park is looking great getting ready for the spring  season.  Councilman Hugh Clark: None at this time    Consent Agenda Taxi refunds/releases term to expire in 3/20. in4/20. Rescue. property.  Approval of Sandra Anderson to the Parks & Recreation advisory board for a 3 year Reappointment ofl Larry Waldrop to the ABC Board for another 3 year term to expire Approval of budget amendment # 3t to the FY 16/17 budget on results from the recent audit for underpayments to Fletcher Fire &1 Rescue and Mills River Fire & Approval of Contract with Equinox Environmental for parks master plan on Meritor  Councilman Bob Davy made a motion to approve the Consent Agenda and it was  seconded by Mayor Pro-Tem Eddie Henderson.  Update on Asheville Regional Airport-Lew Bleiweis, Executive Director. Executive Director Lew Bleiweis gave an overview of the new projects going on at the Asheville Regional Airport and the new flights coming into the airport. He  handed out annual update booklets as well.  Discussion Followed:  Council had some questions on the presentation which Mr. Bleiweis answered for  them.  Presentation on Apple Country Transit budget request for the 17/18 budget  year-Autumn Radcliff, Henderson County Senior Planner.  Henderson County Planner Autumn Radcliff gave a presentation on the Apple  Country budget request from Henderson County.  The municipal match is 50% of the designated amount. The Town ofl Fletcher's share is $4,847.00 which is $847.00 over the amount of $4,000 that was budgeted for this  past year.  Discussion Followed:    Council had some questions that Ms. Radcliff answered from her presentation.  Public Hearing to consider an amendment to Section 4.3 oft the Land Development Code regarding the number of allowed residential structures on an individual lot-Eric Rufa, Planning & Zoning Director. Planning & Zoning Director Eric Rufa stated as we spoke about last week the Fletcher Planning Board discussed this potential amendment to LDC and their concerns about the numbers of: residential structures on an individual lot. The lot in  question is zoned R-1A which requires a half acre per unit.  Councilman Hugh Clark made a motion to go into Public Hearing and it was  seconded by Mayor Pro-Tem Eddie Henderson.  Discussion Followed:  Mayor Moore asked if anybody in the audience had any comments at this time.  There were no comments at this time.  Discussion Followed:  Councilman Hugh Clark made a motion to go out of public hearing and it was  seconded by Mayor Pro-Tem Eddie Henderson.  Discussion Followed:  Councilman Bob Davy made a motion to approve the amendment to section 4.3 of the Land Development Code regarding the number of allowed residential structures on an individual lot and it was seconded by Councilman Hugh Clark.  Introduction of applicants for current district 1 Planning Board vacancy-Eric Planning & Zoning Director Eric Rufa introduced the potential applicants to fill the  Rufa, Planning & Zoning Director.  District 1 vacancy on the Planning & Zoning Board.    The potential candidates (John Olsen & Lucas Armena) each gave a brief overview of their qualifications and their interest in serving on the Planning & Zoning Board.  Discussion Followed: McGill & Associates.  Budget estimate for recommended street esufacingprolect.len Cathey,  Town Manager Mark Biberdorf stated that Ben Cathey was supposed to be here and he apologized for not being here. Ihave since talked to him on the phone and we are looking at getting this ready for biding. Just a reminder we have six streets up for: resurfacing. We have Thorncrest Drive, Rosebriar Court, Norman Road, Piney Drive, Oak Moss Court and Pinecroft Lane. The total budget estimate is $339,895.68 to do all 6 streets which is considerably more than we typically spend as we have in the past we have received some very competitive quotes when we go out: for bid. McGill & Associates is looking at getting the bid packet out this week. The two bid alternates we were looking at if the bids come in as expected were Oak  Moss Court and Pinecroft Lane ift the bids are too high.  Discussion Followed:  Councilman Bob Davy made a motion to approve the budget estimate for the recommended street resurfacing projects and it was seconded by Mayor Pro-Tem  Eddie Henderson.  Comments from the Town Manager Mark Biberdorf.  Iam registered to go to town hall day on March 29th. Isaw the Town Manager from Laurel Park and the City of] Hendersonville and they will be going as well. They are facilitating a lunch meeting with Representative McGrady and hopefully Senator The shred event is on April gth at 9:00 to 12. This will be done in the South parking lot and the police department will be doing operation pill drop as well.  Edwards as well.  Pre-Budget Workshop Tuesday at 8 am here and department heads will be making  their presentations.    The: ribbon cutting is at 5 at the new Wingate hotel on Underwood Road on Tuesday The vision alumni breakfast is this Wednesday morning which the mayor and Iwill  as well. be attending.  Igot a notice from Michael Luplow of Fern Leaf charter school and they will be having a meeting this Sunday at Highland Brewing Company from 5-7 pm. There is a Our recycle contract is coming up (5 years) April 10 for renewal and it automatically renews at the end of period unless we give a 30 day notice and right now we are in for another year at this time. He apologized that time got away from him and he did not realize that it had been 5 years already. In December of this year Iwill come back to council see what we might like to do on this. The current contact/services  presentation on the state of charter schools in the area.  have been fine and there are: no problems thatIa am aware of. Mayor Moore asked if there was any public input at this time.  There was none at this time.  Councilman Hugh Clark made a motion to adjourn and it was seconded by Mayor  Pro-Tem Eddie Henderson.  Adjourned: 08:34 pm  Approved:  H-10-1 Date  R nst Mayor William "Bill' Moore    Town of Fletcher Pre-Budget Workshop Meeting Minutes March 21, 2017  Call the meeting to order at: 08:39 am Those who were in attendance are as follows:  Mayor Bill Moore Mayor Pro-Tem Eddie Henderson Councilman Bob Davy Councilman Hugh Clark Counciwoman Sheila Franklin Town Manager Mark Biberdorf Assistant Town Manager Heather Taylor Parks & Recreation Director Greg Walker Public Works Director Jabbo Pressley Police Chief Erik Summey Planning & Zoning Director Eric Rufa IT Mathew Horton  Councilman Hugh Clark was not here at this time.  Mayor Moore opened up the meeting and asked Mayor Pro-Tem Eddie Henderson  to give an invocation.  Invocation: Mayor Pro-Tem Eddie Henderson  Mathew Horton from One Who Serves gave an overview of the IT budget for the There was nothing in the Decision package for the 2017-2018 budget year.  upcoming budget year.  Increase in items for this budget year as follows:  Increase in dues Increase in Capital Expense Discussion Followed:  $1,500 $7,000  Councilman Hugh Clark came in at 8:39 am.    Parks & Recreation Director Greg Walker gave an overview of the Parks &  Recreation Budget for the upcoming budget year. Increase in items for this budget year as follows:  Increase in wages Increase in part time salaries Increase in FICA Increase in retirement Increase in 401K Increase in Program Materials  $ 3,607 $ 1,600 $ 399 $ 738 $ 181 $ 2,000  In the Decision Package for the 2017-2018 Budget Year:  Women' s restroom renovations Turf Pro Field Groomer Discussion Followed: Break at: 09:21 am Back from Break at: 10:09 am  $ 20,000 $ 20,000  Police ChiefErik Summey gave an overview of the Fletcher Police Department  budget for the upcoming budget year.  Increase in items for this budget year as follows:  Increase in wages Lieutenant position Increase in Holiday wages Increase in FICA Lieutenant position Increase in Retirement Lieutenant position Increase in 401K Lieutenant position Animal Control program Animal Control (vehicle) Increase Grant Expense Lieutenant position (medical)  $15,789 $48,374 $ 536 $ 1,172 $ 3,898 $ 3,053 $ 4,204 $ 767 $ 2,548 $ 2,000 $ 5,980 $ 54,500 $ 6,500    Animal Control (workmen's comp) Animal Control (uniforms)  14,400 4,459  Decrease in items for this budget year as follows:  Fuel Expense  $ 5,000  In the Decision Package for the 2017-2018 Budget year:  Lieutenant position Animal Control  $ 68,108 $ 28,839  Discussion Followed:  Public Works Director Jabbo Pressley gave an overview of the Public Works  budget for the upcoming year.  Increase in items for this budget year as follows:  Increase in wages PW position (new) Increase in part time salaries Increase in FICA PW position FICA Increase Retirement PW position Retirement 401K PW position 401K Replacement banners/hardware Additional trash cans PW position medical Recycling Truck Replacement Uniforms PW position uniforms  $ 2,071 $ 28,671 $ 500 $ 197 $ 2,193 $ 906 $ 2,151 $ 103 $ 1,434 $ 7,500 $ 11,000 $ 6,500 $ 1,200 $ 35,000 $ 532 $ 566    Decrease in items for this budget year as follows:  Utilities  10,000  In the Decision Package for the 2017-2018 Budget year:  New PW position Truck: Replacement Trash cans Town Facilities Roadside Banners maintenance Discussion Followed Break for Lunch: 12:03 pm Back from Lunch: 01:01 pm  $ 41,515 $ 35,000 $ 11,000 $ 10,000 $ 7,000  Fire Chief Greg Garland gave an update of what Fletcher Fire & Rescue will be Biggest issue in our budget was legal fees that we had to pay from the recent incident. We have completely changed our internal controls. Everything is double  looking at in the upcoming budget year.  and tripled checked now.  Our turnover rate is down from previous years.  We have been successful in pursuing some grants that has helped us out  tremendously.  We have been able to replace small vehicles with 2 pickup trucks and a' Tahoe. Increase in about 250 calls from 15/16 from about 95 in 14/15 accidents, fires and  overdoses. In 2016 we were up to 1990 calls.  Discussion Followed:  In 2017/2018 our biggest budget items that we will need are digital radio equipment and the replacement of our air packs. The air packs will have exceeded their life  span in the next two years.    There are areas that need to be resurfaced in our driveway and parking lot at the Hooper's Creek station and Jerry has been working with DOT to get this done at  cost. There is a program that covers this.  Discussion Followed:  Planning & Zoning Director Eric Rufa gave an overview of the Planning & Zoning  Budget for the upcoming budget year.  Increase in items for this budget year as follows:  Increase in wages Increase in FICA Increase in Retirement Increase in 401K Increase in fuel expense Discussion Followed:  $2,237 $ 171 $ 131 $ 112 $ 100  Assistant Town Manager Heather Taylor gave an overview of the. Administrative Professional Services, and Town Facilities for the upcoming budget year. Increase in items Administration) for the budget year as follows:  Increase in wages Increase in FICA Increase in Retirement 401K Fuel Expense  $11,541 $ 883 $ 1,726 $ 577 $ 150  Decrease in items Administration), for the budget year as follows:  M &RI Vehicle M & R: Equipment Discussion Followed:  $ 200 $ 200    Increase in items (Professional Services) for the budget year as follows:  Increase in Economic Development Increase Apple Country Transit Flections/consultants  $48,475 $ 847 $ 2,500  Decrease in items (Professional Services) for the budget year as follows:  Accounting  $ 2,750  Discussion Followed:  No increases in (Town Facilities) for the budget year  Decrease in items (Town Facilities) for the budget year as follows:  Utilities Wellness Program Contract Services M&RI Equipment  $ 10,000 $ 4,000 $ 7,000 $ 2,000  Discussion Followed:  Town Clerk Christine Thompson gave an overview of the Governing Board for the  upcoming budget year.  Increase in items for this budget year as follows:  Increase in wages FICA Travel &' Training Dues & Subscriptions Discussion Followed  $ 349 $ 27 $ 500 $ 5    Break at: Back from Break at:  02:18 pm 02:35 pm  Town Manager Mark Biberdorf gave an overview of Revenues and CIP for the  upcoming budget year. Projected Values for FY 17-18  $1,139,445,000  This is a conservative estimate. The Tax assessor's office has not yet provided a set of preliminary values sO this is based on current activity and past growth.  Budget Issues for FY 17-18  Significant Capital Projects Starting Construction - Highway 25 Corridor improvements, Parks & Recreation maintenance building and Public Works vehicle Additional Staff Requested to: maintain existing service levels- Requests for additional full time staff received from Public Works and the Police Department. Development of the Fletcher Town Center/Heart of Fletcher- staff will continue to work with Commercial Carolina and Harvest Real Estate on establishing partnerships for development of the Town owned property and adjoining  shed.  properties.  Goals for FY 17-18  Maintain existing service levels with the addition of potentially two new positions. Continue to dedicate 8.5 cents of the tax levy toward year two of the five year CIP. Continue to work with developer partners to determine more concrete plans for development of town owned property and adjoining properties for' Town Center  project.  Discussion Followed:    Capiallmprovement Fund Current Commitments: Town Hall improvements  $579,311 $ 95,000 $ 675,211 $ 733,233 $ 675,211 $ 58,022  Parks & Rec Bldg. and Public' Works Bldg.  Debt Service Budgeted Total Debt Service Commitment Debt Service Available  Projects Funded without Debt Service: Police Car Rotation Resurface Entrance Road FCP Total Commitments  $114,500 85,000 $199,500 $225,610 $199,500 $ : 26,110  Total Non-Debt Service Budgeted Total Non-Debt Commitment Non-Debt Available  Discussion Followed:  In early April Iwill have a firm grasp of what we are looking at (county figures) and then I'll work on a balanced budget to present to you on May 6 at the budgetretreat. Town Manager Mark Biberdorf stated that he will be attending Town Hall day next Wednesday in Raleigh. He said that he would be meeting with Representative Chuck McGrady and Senator Chuck Edwards and talking to them about where we  are with things here in the town.    He asked council have they taken any positon on the current water issue with Henderson County and the City of Hendersonville that he could mention on council's  behalf.  Discussion Followed  Council has stated that they overall have not had any water issues with the current water system with the City ofH Hendersonville and that their position is that they do not support any change at this time. They are pleased with the way it is running  now.  Councilman Hugh Clark made a motion to adjourn and it was seconded by  Councilwoman Sheila Franklin. Adjourned: 03:45 pm  Approved: 4-1D-1 Date  Mayor  Moore  Bat